Maintenance of registration Firms, independent partnerships

Maintaining your registration is compulsory!

Note that references to “firm” on this page include an independent partnership.

Firms are required to maintain their registration annually by providing the AMF with updated registration information (section 10 This link will open in a new window of the Regulation respecting registration of a firm, independent representative or independent partnership).

Unlike a representative’s certificate, a firm’s registration does not have an expiry date. Registration is valid until such time as it is cancelled, suspended or restrictions are imposed pursuant to section 8 This link will open in a new windowof the Regulation respecting registration of a firm, independent representative or independent partnership.

Maintenance of registration is therefore not a renewal. It is intended to verify whether or not the firm continues to comply with the various registration requirements.

Registration maintenance process

1- Preliminary notice sent to the firm (30 days before the maintenance date)

The AMF sends the firm a preliminary notice that includes:

  • A list of representatives attached to the firm for the purposes of the next maintenance billing;
  • A schedule of business relationships by type of relationship;
  • Your digital spaces, if applicable.

The firm must verify the information.

  • If the information is correct, no further action on the part of the firm is required for the time being.
  • If any changes are required (withdrawal of a representative and/or change in business relationships and/or update your digital spaces), the firm must make the corrections according to the following procedures.

Withdrawing representatives who are no longer attached to the firm

If your firm is registered for AMF E-Services:

  1. Log in to AMF E-Services;
  2. Select “Insurance, F. Pl. and Mortgage Brokerage” in the main menu;
  3. Select “Manage representatives,” then click on “Withdraw representatives” on the right and follow the steps on screen.

If your firm is not registered for AMF E-Services:

Print out the Withdrawal of Representative (pdf - 407 KB)This link will open in a new windowUpdated on October 17, 2023, form from the AMF website and mail it to us at the address shown on the form;

To ensure that representatives are withdrawn prior to the issuance of your invoice, the AMF must receive all paper forms at least 5 business days before the registration maintenance billing date.

Warning

Regulatory requirement

You must inform the AMF immediately when you terminate your association with a representative (Act respecting the distribution of financial products and services, CQLR, c. D-9.2, ss. 104 This link will open in a new window and 144 This link will open in a new window).

End of the warning

Updating business relationships

If your firm is registered for AMF E-Services:

  1. Log in to AMF E-Services;
  2. Select “Client File” in the main menu;
  3. Select “Manage business relationships” and make the necessary changes;
  4. When you have finished, click on “Validate” then on “Next step.”

If your firm is not registered for AMF E-Services:

Print out the Manage Business Relationships form (pdf - 415 KB)This link will open in a new windowUpdated on January 1st, 2024Manage business relationships - Firm / Independant partnership / Independent representative, from the AMF website, complete it and mail it to us at the address shown on the form.

Warning

Regulatory requirement

You must inform the AMF if a change arises in the circumstances which affects the accuracy of the information and documents provided within a period of 30 days following such a change. (Regulation respecting the registration of firms, representatives and independent partnerships This link will open in a new window, CQLR, c. D-9.2, r. 15, s. 9).

End of the warning

Updating your digital spaces

Your business is registered for AMF E-Services

  1. Log in to AMF E-Services.
  2. “Insurance, financial planning and mortgage brokerage” in the main menu.
  3. Select “Digital spaces (product or service offered via the Internet”, make the necessary changes and follow the steps on screen.
  4. When you have finished, click on “Submit”.

Your business is not registered for AMF E-Services

Print out the “Product or service offered via the Internet” form from the AMF website, complete it and mail it to us at the address shown on the form.

Warning

Regulatory requirement

You must notify the AMF of any change that arises in the circumstances which affects the accuracy of information and documents provided within a period of 30 days following the change (Regulation respecting alternative distribution methods; Insurers Act ((2018, chapter 23, s. 3), s. 485, par. 1); Act respecting the distribution of financial products and services, CQLR, c. D-9.2, ss. 202.2, 223, pars. 5, 8, 12, 13.1 and 15, 440 and 443)).

End of the warning

2- Maintenance documents sent to the firm (a few days after the maintenance date)

The AMF sends the firm the following maintenance documents via AMF E-Services or by mail:

The invoice generated on your maintenance date is final and must be paid in full. No changes or adjustments can be made.

3- Maintenance documents sent to the AMF by the firm

You have 45 days from the date on which your documents are received to:

  1. Pay your registration maintenance invoice;
  2. Send us your registration maintenance form, along with the required supporting documents.

Submitting your registration maintenance form

Your firm is registered for AMF E-Services:

  1. Payment of invoice
    You can pay your invoice before submitting your form (under Client File – Statement of account – Payment). Otherwise, you will be asked to pay your invoice when you submit your form.
     
  2. Schedule – Declaration of Officers, Directors or Partners
    1. Print the attached schedule;
    2. Have each officer, director or partner complete a schedule;
    3. Scan each of the schedules.
       
  3. Registration maintenance form
    1. Answer the questions directly in E-Services (under Insurance, Financial Planning and Mortgage Brokerage – Registration – Maintenance of registration);
    2. Attach the electronic copies of the schedule (supporting document step);
    3. Pay the required fees, if not already done;
    4. Print a copy of the form;
    5. Submit the form.
       
  4. Business relationships
    1. Disclose your business relationships directly in E-Services (under Client File - Manage business relationships);
    2. Make sure you disclose your shareholders and the firms with which you have direct agreements (refer to this section in the Maintenance of Registration form);
    3. Submit the form. (You must click on Validate, then on Next step).

Your firm is not registered for AMF E-Services:

  1. Payment of invoice
    You can pay your invoice before sending us your documents by completing the attached payment form and mailing it to us.
     
  2. Schedule – Declaration of Officers, Directors or Partners
    1. Make copies of the attached schedule;
    2. Have each officer, director or partner complete a schedule;
    3. Enclose the copies with the registration maintenance form.
       
  3. Registration maintenance form
    1. Answer the questions on the attached form;
    2. You must answer all the questions in the general declaration and the declarations pertaining to the sectors in which your firm is registered, even if it has not been active during the year;
    3. Keep a copy and mail us the original;
    4. Send in your payment, if not already done.
       
  4. Business relationships
    1. Print a copy of the Manage Business Relationships form (pdf - 415 KB)This link will open in a new windowUpdated on January 1st, 2024Manage business relationships - Firm / Independant partnership / Independent representative from our website;
    2. Complete the sections of the form for which you must disclose business relationships;
    3. Make sure you disclose your shareholders and the firms with which you have direct agreements (refer to this section in the Maintenance of Registration form);
    4. Keep a copy and mail us the original.

Companion Guides

Companion Guides are available to help you answer the questions and disclose your business relationships.

4- Confirmation of receipt sent to the firm

The AMF sends the firm a confirmation notice when it has received all maintenance documents and full payment of the invoice.

Since registration is valid until it is cancelled or suspended, the firm is authorized to pursue activities in the sectors indicated in the Register.

The AMF contacts firms only if documents are missing or adjustments are required. A letter or e-mail is then sent to the firm requesting that it submit the documents or information required to process its application. The firm must contact the analyst if it has questions concerning its maintenance of registration.

No confirmation is sent to the firm when the analysis of its maintenance of registration has been completed.

Validating a firm’s right to practise

To validate any registration, you must consult the Register of firms and individuals authorized to practise.

The register allows you to check a firm’s status or an individual’s right to practise as of today’s date.

To obtain a document confirming the history of a representative’s or a firm’s right to practise, complete the Attestation of right to practise – General/Outside Québec form (pdf - 1 MB)This link will open in a new windowUpdated on January 1st, 2024Attestation of right to practise - General/Outside Québec.

Insight

Pay an invoice

To learn more about the payment of your annual contribution, visit the page Pay an invoice

End of the insight

Possible administrative penalties against the firm if all required documents are not submitted

Firms that do not submit all their duly completed maintenance documents and/or do not pay their invoice before the date indicated in the notice are liable to various administrative penalties

Under section 115.2 This link will open in a new window of the Act respecting the distribution of financial products and services, the AMF may suspend a firm’s registration in a given sector, subject it to restrictions or conditions, or impose an administrative monetary penalty where it considers that the firm is failing to comply with the provisions of the Act or its regulations, is failing to file documents, or where necessary in order to protect the public.

The AMF may also cancel a firm’s registration if the offence is not a first offence.

Insight

Have you checked all the information?

The following information clarifies certain key points of the maintenance process.

  1. Registration maintenance relates only to activities under the Distribution Act

    Firms answer maintenance questions regarding insurance and financial planning sectors for Québec only. Their answers must be based on their business activities, not those of their representatives.

  2. Firms must answer all the questions in the general declaration and the declaration(s) pertaining to their sector(s), even if they have not been active during the year

    Firms must complete the general declaration and declaration(s) pertaining to their sector(s). A maintenance form will be deemed incomplete if all required answers have not been provided.

  3. The Schedule - Declaration of officers and directors or partners must be completed by all officers, directors and partners registered in the Registraire des entreprises (REQ), even if they live outside Québec

    This schedule applies to the responsible officer or partner in Québec, and all directors, partners and officers.

  4. Firms must disclose all their business relationships

    Insurer, general agent, wholesaler, and other registrant types of business relationships help situate firms within the distribution chain. The AMF expects each firm to disclose at least one of these relationships, even if only to disclose a commission sharing agreement in cases where a firm does not distribute any products.

    Note that all previously disclosed business relationships, including names of shareholders, are kept on the firm’s file. They do not need to be disclosed again during the next maintenance of registration. Moreover, a firm’s business relationships must be updated within 30 days following a change.

End of the insight

References

Companion guides